Rihm Finds Value in Replacing Annual Performance Reviews with Quarterly Conversations

Rihm Family Companies uses the Entrepreneurial Operating System (EOS), to clarify, simplify and achieve our vision. There are six key components: Vision, People, Data, Issues, Process & Traction. Part of the “People” component is ensuring your organization has the Right People in the Right Seats - 100% across the organization.

The Right People in the Right Seat

The Right People fit in Rihm’s culture and act according to our Core Values, our Es of Doing Business: Effective, Efficient, Equity & Expansion.

The Right Seat means you are in a role where you can best contribute to our organization. This is the job where your innate talents and skills are put to the best use. Here at Rihm, we define the Right Seats using our Accountability Chart. Each seat is defined by an average of 5 roles and responsibilities.

Using the Accountability Chart, team members are evaluated against their seat's roles and responsibilities using the following three criteria called "GWC."

GET IT: Do you "get" your job?

WANT IT: Do you "want" your job?

CAPACITY: Do you have the "capacity" to do your job?

This year, Rihm’s leadership team implemented team member 90-day check ins, also known as Quarterly Conversations, which replaced annual performance reviews.

The Quarterly Conversation

Imagine being able to sit down with your manager every 90 days and have a real, open, and honest discussion about how you are doing about what's working and what's not. That’s what our Quarterly Conversations are all about!

The Quarterly Conversation is an informal, face-to-face, one-on-one meeting for each team member and their managers to talk about what's working and what's not. It takes at least 15 minutes, but an hour is ideal. This dialogue should be a 2-way street - an opportunity for both to clarify expectations, to communicate well, to keep the circles connected, and if necessary, to make course corrections. Meeting at 90-day intervals is a great way to reset for the next 90 days.

When preparing for Quarterly Conversations, each team member is asked to focus on 2 topics: "What's Working" and "What's Not Working."

“What’s Working” Discussion

Some sample questions each team member is to ask themselves when preparing for the "What's Working" discussion are what are you most proud of; what changes would help make you better in your job, and do you have the tools necessary to do your job well?

“What’s Not Working” Discussion

When team members prepare for the "What's Not Working" discussion, it is important to understand that this is not meant to be a blame session. It’s important to identify issues that a team member can work on with their manager to resolve. Please keep in mind that everyone has aspects of the job that are "not working” - it just makes us normal human beings. Some questions that may help team members prepare for “What’s Not Working” are what makes your job difficult; what is the root cause of issues you are having; and how can your manager help you be more successful?

Rihm’s Commitment to Moving the Business Forward

In 2017, Rihm hired Sara Stern, a certified EOS implementer & coach, who specializes in family businesses in the upper Midwest and has several clients in the transportation industry. Sara helped our leadership team implement Traction. Each week, every department and/or leadership team holds “Level 10 Meetings” designed to stay on track with our goals and rocks and solve the most important issues to move the business forward.

Level 10 Meetings in a Nutshell

Level 10 Meetings are part of the EOS Model™ that Rihm uses to provide focus and strengthen the business. As part of the EOS Model, teams (often grouped by department) meet regularly for Level 10 Meetings. The Level 10 Meeting agenda incorporates the psychology of what makes for great weekly meetings. It forces you to look at and address what is most important, solving your issues as they arise.

What is Covered in a Level 10 Meeting?

Meetings that don’t resolve problems or help the company move forward are a waste of time. Level 10 meetings follow a process that has been tested and proven effective. They stick to a very strict format and timeline that allows people to have timely and efficient meetings. Each L10 meeting consists of seven steps: Segue, Scorecard, Rock Review, People Headlines, To Do List, IDS (Identify, Discuss, Solve), and Conclude.